Spreadsheet Sync not syncing custom fields on pre-existing expenses. Expenses are enabled for the custom field. Custom field column on template is there, just not synced.

SPDinnovation · ‎October 24, 2025

Hi Guys, Having an issue with the Spreadsheet Sync feature (QBO Advanced tier) Specifically the "Spreadsheet Sync" feature is not working correctly with Custom Fields ***Not Syncing Correctly from the Start*** I have created several custom fields that are not syncing into excel correctly with the Spreadsheet Sync add-in. For example, one of my custom fields is a basic list (that is transaction-based, and is allowed on the expense transaction type). This custom field is enabled for expense transactions on QBO. I have entered the custom field in some existing expenses (saved on QBO). However after the saving on QBO, when synced to excel via Spreadsheet Sync for editing existing transactions -> expenses/sales receipts (with the custom field included via selecting the “select custom field columns” section at the very bottom when generating the expense/sales receipt template), the credentials for that specific expense do not show the custom field column filled out. Custom Field’s column is there in the template and list options correctly there, just none of the expenses have this custom field column filled out. ***Unable to Edit with an Error*** When I try to edit the custom field column for any of the expenses -> elect “Yes” for posting, I get an error The error states: "The data for “custom field name” field is not valid for selected transaction type. Please fix the error and try to post again." This error occurs despite the custom field being a list, said custom field options are pre-populated in the excel spreadsheet as selection options (not a typo error). Expenses are enabled for the custom field on QBO -> Custom Fields section. ***Other Spreadsheet Sync Transactions Work*** I have had this custom field work successfully with some other test on bills/invoices with the custom fields correctly syncing, but not expenses.

ArielI

I appreciate the steps you’ve already taken, @SPDinnovation. Thank you for doing that thorough troubleshooting. I know how challenging this can be when you’ve set things up correctly, but the values won’t carry through. Given that you’ve completed the standard checks, I recommend reaching out to our Live Support Team.

To contact the support, here's how:

Click the (? Help) icon in your QuickBooks Online account in the top-right corner.
Select Contact Us, then enter a short description of your concern about the Spreadsheet.
Choose Chat with us to start a live chat with an agent or request a callback for phone support.

You can also check our support hours to learn our support availability time: Get help with QuickBooks products and services.

Thank you for your patience and understanding. This might be challenging for you, and I appreciate you sticking with the troubleshooting so far. If you have any other questions or need further help, please don’t hesitate to reach out. We’re here to help anytime. Take care.

SPDinnovation

Thank you Ariell,

So after talking with a live QBO agent, come to find out that Spreadsheet Sync will allow for the actual selection and addition of customs fields on the spreadsheet sync template for expenses/sales receipts, however, the tool does not work for expenses at this point (only bills/invoices from what I was told).

A little frustrating that they have already begun phasing out tags for custom fields, yet this option for bulk-editing custom fields to accommodate is not available. I can't find another method to bulk edit expenses' custom fields.

Thanks!